Making Multimedia Content Accessible: Best Practices

When we think about website accessibility, most of us picture things like alt text for images or making sure a site works with screen readers. But accessibility goes way beyond the visual elements you see on a screen. If you're sharing any kind of multimedia content, whether it’s a PDF, Word doc, spreadsheet, image, video, or presentation, you need to make sure that the content is usable for everyone.

That’s why we’re breaking down how to make the most common types of multimedia content accessible, along with best practices and tools you can start using right away.

Making PDFs Accessible

PDFs are great for sharing documents, but they’re not always easy for everyone to use. If someone’s relying on a screen reader or keyboard navigation, a poorly structured PDF can be a dead end.

The best way to make a PDF accessible is to start with a well-structured source file. Use proper heading styles, real lists, and clearly labeled tables in Word, Google Docs, or InDesign. When exporting, make sure tagging is turned on so screen readers can follow the flow of the document. Add alt text to images, check your reading order, and set the document language in the properties. Avoid scanned image PDFs when possible—screen readers can’t interpret them unless OCR (optical character recognition) is applied.

If you're working in InDesign, Adobe has a great step-by-step guide to creating accessible PDFs. And if you’re cleaning up a finished file, you can run the Accessibility Checker in Adobe Acrobat Pro by going to the “Tools” pane, selecting “Accessibility,” and clicking “Full Check.” It’s also worth reviewing the document’s metadata to make sure the title, subject, and language are accurate.

Accessible Word Documents

Word documents might feel straightforward, but without the right structure, they can be tough for screen readers to navigate. Luckily, Microsoft Word has built-in tools that make accessibility a lot easier.

Start by using heading styles instead of just bolding text. This gives your document a clear structure that assistive technology can follow. Format lists properly, label tables clearly, and always add alt text to images. Avoid using spaces or tabs for layout—stick to built-in tools or tables when needed. And if you’re using tables, define header rows and avoid using them just to position elements on the page.

Before you share or upload your document, run Word’s Accessibility Checker. Just go to the “Review” tab and click “Check Accessibility.” It’ll flag common issues and guide you through fixing them. Microsoft also has a full guide to creating accessible Word documents if you want to take it further.

Accessible Excel Spreadsheets

Spreadsheets are powerful, but they can quickly become a mess for anyone using a screen reader. A little structure goes a long way in making your data usable for everyone.

Use clear, descriptive headers for rows and columns, and avoid merging cells unless absolutely necessary. Freeze the top row so headers stay visible, and add alt text or short summaries for charts and graphs. When possible, use Microsoft Excel’s structured table formatting—it keeps things more readable. Also, don’t forget to name your sheets clearly to help users navigate between tabs.

Before you share or publish your spreadsheet, go to the “Review” tab and click “Check Accessibility.” The built-in checker will flag issues and suggest how to fix them. For a deeper dive, check out Microsoft’s accessibility best practices for Excel.

Accessible PowerPoint Presentations

PowerPoint presentations are everywhere in business, but accessibility is often an afterthought. Making a few small adjustments can make a big difference for everyone in your audience.

Stick to PowerPoint’s built-in slide layouts instead of creating custom text boxes. These templates are designed to work with screen readers and help keep your content structured. Add alt text to every image, chart, and graphic, and make sure each slide has a clear, descriptive title so users can follow along. Keep your font sizes legible and use high-contrast color combinations for better visibility, both on-screen and in printed handouts.

To catch anything you missed, use PowerPoint’s Accessibility Checker. Go to the “Review” tab and click “Check Accessibility.” The tool will flag common issues and offer suggestions on how to fix them. Microsoft also has a full step-by-step guide for accessible presentations if you want to dive deeper.

Accessible Google Docs

Google Docs is one of the most popular tools for writing and collaboration, and while it doesn’t have a built-in accessibility checker like Word, there are still ways to make your documents more inclusive.

Start by using the built-in heading styles under the “Styles” dropdown instead of bolding or resizing text to indicate structure. This helps screen readers navigate the document properly. Use proper list formatting, avoid using tabs or spaces for layout, and make sure any tables are kept simple with clear headers.

You can also add alt text to images by right-clicking and selecting “Alt text.” And when you include links, use descriptive text that tells users where the link goes, and avoid phrases like “click here.”

While Google Docs doesn’t scan for accessibility issues automatically, following Google’s accessibility tips for Docs is a great place to start. And if you're using a screen reader, you can turn on additional support by going to "Tools" > "Accessibility" > "Turn on screen reader support."

Accessible Google Sheets

Google Sheets is a go-to tool for sharing data, but spreadsheets can quickly become a challenge for users relying on screen readers.

To ensure accessibility, keep your layout clean and consistent. Use headers for your rows and columns, avoid merging cells where possible, and freeze the top row so headings stay visible while scrolling. If you’re using charts, make sure to add alt text or include a short written summary of the data nearby. Also, give each sheet a unique, descriptive name so users know what to expect when navigating tabs.

While Google Sheets doesn’t have a built-in accessibility checker like Excel, you can improve usability by following Google’s accessibility practices for Sheets. These tips help ensure your data is readable and your formulas and tables are screen-reader friendly.

Accessible Google Slides

If you're creating presentations in Google Slides, accessibility should be part of your planning from the start.

Use the built-in layout templates rather than creating your own with text boxes. These help screen readers interpret the structure of each slide. You should also add alt text to all images, charts, and graphics by right-clicking and selecting “Alt text.” Be sure each slide has a clear title, and avoid placing important text inside images where it can’t be read aloud. High contrast and large font sizes also make your slides more readable across the board.

Google Slides doesn’t include an automated accessibility checker like PowerPoint, but you can still apply best practices manually. For guidance, check out Google’s accessibility tips for Slides.

A few thoughtful changes ensure that your presentations are more useful to everyone in the room or on the screen.

Accessible Images

Images can say a lot, but if someone can’t see them, you need to make sure the message still gets through. That’s where “alt text” comes in.

Alt text, or “alternative text”, is a short description that tells screen readers what an image is and why it matters. If the image is doing something meaningful, like showing data, supporting a point, or adding important context, it needs a description. For example, instead of just saying “sales chart,” try something like “Bar chart showing a 20% increase in sales from Q1 to Q2.” The goal is to give users the same understanding they’d get from seeing the image.

If an image is just decorative, you don’t need to describe it, but you do need to tell screen readers to skip it. In most tools like Word, PowerPoint, or Adobe Acrobat, you can do this by selecting the image, right-clicking, and choosing “Mark as decorative” (or checking a box with the same name in the alt text panel). This tells assistive tech to ignore the image completely, so users aren’t forced to hear a description of something that doesn’t add value.

And if your image includes text, like a quote or label, that information needs to be part of the alt text, too. Otherwise, it’s invisible to anyone who can’t see the image. If it’s a lot of text, you may want to include it as a caption or a quote directly in the content so it’s easily accessible to all readers.

Best Practices for Accessible Videos

Video content is everywhere now, but it’s also one of the most complex types of media to make accessible. First and foremost, every video needs captions. Captions should include not just the dialogue but also important sounds, like music cues or sound effects that add meaning. Auto-generated captions are better than nothing, but they’re often full of mistakes, so it's important to review and edit them before publishing.

If you're uploading to YouTube, you can go to the subtitles tab in YouTube Studio to view and edit the automatically generated captions. There, you can correct misheard words, add missing punctuation, and make sure the timing lines up with what’s happening on screen.

And don’t forget transcripts. If your video already has accurate captions, a transcript isn’t required, but it can still be really helpful. Transcripts make it easy for people to read or search through your content, and they’re especially useful in low-bandwidth settings where streaming video isn’t ideal.

Why It's Worth the Effort

Yes, making multimedia content accessible takes extra effort. But here’s the thing: it’s a lot easier to build accessibility from the start than to scramble to fix problems later. Plus, the payoff is worth it. Accessible content reaches more people, builds trust with your audience, and strengthens your brand’s reputation.

And let’s be real. In 2025, accessibility isn’t an option. Users expect it, and legal standards are getting stricter. Whether you’re sharing a PDF or adding documents to your site, thinking about accessibility upfront will save you headaches down the road.

Building Accessibility with White Whale Web

At the end of the day, making multimedia content accessible is about respect. It’s about recognizing that your audience is diverse and making sure no one is left out of the conversation. The good news? There are plenty of tools and best practices to help you get it right. You just have to commit to using them.

If you want help making your content accessible, White Whale Web is here to guide you every step of the way. Just reach out to us, and we’ll work with you to build something that works for everyone.